--- description: This article will look at what backup software is, what it does, its benefits for SMEs, and the challenges associated with it. image: https://gdm-localsites-assets-gfprod.imgix.net/images/software_advice/og_logo-55146305bbe7b450bea05c18e9be9c9a.png title: What is backup software? The benefits and challenges for SMEs --- # What is backup software? Canonical: https://www.softwareadvice.co.uk/blog/2542/what-is-backup-software Published on 17/02/2022 | Written by Sukanya Awasthi. ![What is backup software?](https://images.ctfassets.net/63bmaubptoky/kzM7tpWjSAYw8hZq21rnH3H--PnfNftMJcnx7Tnykpc/fb7cd2d17be6daacc4c6c768bbca9ace/What-is-backup-software-UK-SA-Header.png) > In this article, we will discuss what backup software is and what it does. We will also look at how small to midsize enterprises (SMEs) can benefit from using backup software to manage their data in a secure and effective way. ----- ## Article Content In this article, we will discuss what backup software is and what it does. We will also look at how small to midsize enterprises (SMEs) can benefit from using backup software to manage their data in a secure and effective way.In this articleWhat is backup software and what does it do?What is the 3-2-1 backup strategy?Benefits of backup softwareChallenges of using backup softwareTo concludeTechnology is almost everywhere these days. It is hard to imagine our lives without it, so much so that we end up engaging with it without a lot of conscious effort. With such penetration into our lives, it is also important for technology to be reliable and secure at the same time. But this may not always be the case. We all might have lost our data to a system crash, file corruption, hard-disk theft, or choppy internet at some point in our lives. This is where backup software comes in. Before we delve more into its benefits, let us first understand what exactly backup software is. What is backup software and what does it do?According to Gartner, backup software —also known as recovery software— are products that are designed to provide backup of storage data via tapes, disks etc, so that data can be recovered from them whenever needed. Such software may also include features that focus specifically on the recovery process, managing multimedia data (images and videos), and monitoring duplicate files.Simply put, backup software creates an exact replica of computer files. In case of file corruption, unintentional loss or natural disaster, it can help restore those files to users. Data backup software is usually installed on computers, electronic devices, and systems and it primarily copies and saves your data to an external source like a drive, server, data centre, or the cloud.Backup software usually has two modes: automatic and manual. In automatic mode, the backup process starts at a pre-determined time specified by the user. The program automatically starts the backup process —prompting the user if necessary— and requires human intervention in case the backup process has to be stopped mid-way. In case of manual mode, the user has to manually backup the files as and when required or intended by them.What is the 3-2-1 backup strategy?An article by Cloudian talks about the 3-2-1 backup strategy which is used by government authorities, security professionals, and businesses. The article states that this strategy guards against both accidental and intentional threats —such as ransomware and data breaches— and tries to ensure that data backup and restoration are dependable.Benefits of backup software There may be many benefits to using backup software for small businesses. In this section, we will look at some of those benefits and discuss how businesses can use such software to their advantage.Helps in scheduling and automationBackup automation may often be supported through scheduling. Your IT department would likely have less work to do if they have an automated system in place to backup and restore data. This may also ensure that you always have a current backup and that backups are made consistently. Most backup software allow you to plan daily, weekly, or monthly searches of your hard disc for new and updated data. Aids in data security One of the most important features SMEs would want to look for in software is how secure it is. Backup software may not only provide an environment for safe storage of data but could also potentially provide a recovery platform in case systems are hit by malware —malicious software designed to harm or damage computer systems, networks, servers etc. An article by Software Advice suggests that healthcare institutions particularly should ensure backing up their data to protect themselves from ransomware attacks. Such software may also come with features like password protection and encryption (the process of encoding information) to protect your data against misuse. In addition, some cloud-based backup software could also securely transport your data over the internet and save it in an encrypted form on a remote file server. The fact that the data would be stored outside of the office premises in such cases means it is likely not vulnerable to local natural calamities. Can help achieve scalabilityAs businesses grow, they may turn to software to assist them in managing their infrastructure. Most traditional data storage techniques probably only support the storage of fixed amounts of data. Modern cloud-based backup software can potentially adapt to the growing data storage needs of companies and offer an environment for scalability wherein the software can accommodate as much data as needed.Challenges of using backup softwareBackup software is possibly one of the most essential software companies could be looking to adopt. There may still be some areas where this software can pose challenges, two of which are listed below.Could be time-consuming The process of data backup might take a long time depending on how much data businesses need to backup. When the backup software is running, the servers usually aren’t meant to be interfered with or disturbed in any manner so that the files don’t become damaged or corrupt. This could cause disruptions and delays for company operations.May be costlyOnline backups may be cost-effective for businesses that don’t have a lot of data. However —for businesses which need to store large volumes of data— such expenses may soon add up as they may either have to buy more storage on the cloud or acquire a greater number of physical backup devices. As such, investing in backup software may prove to be costly for SMEs.To concludeMost modern businesses rely on data for the most part and losing it may result in significant losses and could disrupt operations. According to a survey report by Statistica, 23% of UK respondents stated that data breaches cost them between £10,000 and £49,000 in 2021. The report also mentioned that cybersecurity attacks are on the rise in the UK. This is why all organisations —large and small— would want to ideally keep a backup of their data. Various backup software options can come with a variety of capabilities. Not all of them would likely be appropriate for your company’s requirements. Choosing the appropriate backup software should be done systematically to ensure that you get all of the capabilities you want at a reasonable price.Looking for backup software? Check out our catalogue\! ## About the author ### Sukanya Awasthi Sukanya is a Content Analyst for the UK and India market. Committed to offering insights on technology, emerging trends and software suggestions to SMEs. 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